2 - PROPERTY LOSS PREVENTION - Diocese of Charlotte · 2 - PROPERTY LOSS PREVENTION ... xNever let candles burn for more than four hours at a time. The same exceptions as ... xNo

2 - PROPERTY LOSS PREVENTION

Risk Management and Insurance Manual – July 2016 2.1


201 OverviewFire, vandalism, arson, theft, water damage, and storm damage are the most common causes of property loss to parish/school/agency facilities. Your efforts to eliminate fire hazards, guard against criminal acts, and prepare for natural disasters are necessary in order to protect your property from loss and to minimize our insurance premiums.

202 Periodic On-Site Safety InspectionsIn an effort to maximize the effectiveness of our Diocesan Loss Prevention policies and procedures, Catholic Mutual Group and members of the Diocesan Properties & Risk Management Office will perform annual inspections at all schools and periodic inspections at all parish, school and agency locations. These loss prevention and safety inspections will beunannounced; however, once Catholic Mutual Group and Diocesan representatives arrive on site, a designated parish, school, or agency representative should participate and accompany our members during their inspection. After the inspection takes place, the parish/school/agency will receive a written report of deficiencies that will outline any safety hazards and/or liability exposures.

You are required to maintain a copy of this report for your records and return a copy along with your plan of correction to both Catholic Mutual Group and the Diocese within 30 days. It is not our intention that you must have each of these discrepancies completed within 30 days, but to return the report with your “planned actions and a potential completion date” within 30 days of receipt.

203 Annual Self Inspection Reporting RequirementsBeing that we cannot inspect every Diocesan property every year, Catholic Mutual sends out to every Diocesan-owned property a “Self Inspection Report” that we ask for a designated representative to walk through, complete, and return. The Self Inspection Reports (SIRs) are critical to our assessment of potential losses and liability exposure. These reports are our “eyes and ears” to what condition your property is in so that we can assist you in identifying and correcting potential hazards. By completing these annual SIRs, you are in fact establishing and maintaining a culture of safety at your facility. It is the goal of the Diocese to ensure a safe, healthful environment for all, including, but not limited to, employees, volunteers, students, parishioners, vendors and other visitors. Injury losses from incidents can be personally devastating and costly, and many times they are totally preventable.

You are required to maintain a copy of this report for your records and return a copy to both Catholic Mutual Group and the Diocese within 30 days. It is not our intention that you must have each of these discrepancies completed within 30 days, but to return the report with your “planned actions and a potential completion date” within 30 days of receipt. By not acting upon these deficiencies, you are increasing our liability exposure should litigation ensue.

204 Preventative MaintenancePreventative maintenance is the single most important loss prevention measure to preserve the value and integrity of buildings, equipment, and grounds and prevent excessive repair or replacement expenditures.



205 Fire Prevention

205.1 Electrical HazardsElectrical appliances, as well as building electrical system itself, are sources of ignition. In order to help minimize the likelihood of an electrical fire, we recommend the following:

Know where the main electrical panel, circuit breaker or fuse boxes for each of yourbuildings are located. Make sure that there is clear access and at least a three-footclearance area is maintained in front of the panels.

Electrical service rooms are not to be used for storage of any kind.

If your building has fuse boxes, be sure that fuses are of proper amperage and thatbypasses (such as pennies in fuse sockets) have not been used.

If you have circuit breakers that trip, fuses that blow, switches that get hot or othersimilar problems, call a licensed electrician for inspection and repair.

All electrical system replacement and repair work is to be performed by a qualified,licensed electrical contractor in compliance with state electrical building codes.

Portable electric resistance heaters (i.e., space heaters) that utilize a “glowing element”are NOT allowed and should be disposed of immediately.

Extension cords are not a substitute for permanent wiring. Furthermore, they may notbe run under carpets, through walls, through concealed spaces, etc.

Outlet multipliers (devices that allow multiple cords to be plugged into a single outlet)encourage circuit overload and are not to be used. Underwriters Laboratory (UL) listedpower strips with built-in circuit breakers are a better option.

Use UL listed surge protectors to help shield computers and similar sensitive electronicequipment from “power spikes.”

Keep combustible materials, wood, paper, dust accumulations, etc., well away fromelectrical appliances and outlets.

205.2 Heating System

Proper inspection and maintenance are key to minimizing fires resulting from heatingsystems.

Boilers and other similar pressure vessels are to be inspected and certificates postedas required by state law.

Heating and air conditioning (HVAC) systems are to be checked annually by a qualifiedcontractor.

Furnace filters are to be changed as needed.

Fireplace and wood-burning stove chimneys are to be professionally cleaned on aperiodic basis. Frequency of cleaning depends on usage.

Combustible materials are to be stored well away from any heat-producing appliance,such as boilers and furnaces. Do not use boiler or furnace rooms for storage.

Kerosene, or other portable fuel fired heaters are not to be used.



205.3 Kitchen HazardsKitchen operations, especially large ones, present significant fire hazards. Items to consider in minimizing the fire hazard include:

The hood and vent system over cooking surfaces are to be cleaned with a frequencysufficient to prevent grease buildup, which may result in a fire. “Commercial” or“Restaurant Type” cooking surfaces, deep fat fryers and hood and vent systems are tobe fitted with an automatic extinguishing system interlocked to cut off the fuel. Theautomatic extinguishing system (Ansul) should be serviced annually.

Every kitchen should be equipped with a readily accessible fire extinguisher.

Know where the main water, gas, and electrical shutoffs are and how to use them. Theemergency shutoffs should be properly identified. The color systems are Gas – Yellow,Water – Blue.

Chafing dishes and other food warming devices utilizing open flames should be usedwith caution. Liquid fuel, such as alcohol, should be avoided. Gelled fuels arepreferable. At least one fire extinguisher of the appropriate size and type is to bededicated to each area using chafing dishes and open flame food warmers.

205.4 SmokingEstablishment of a smoke-free environment is encouraged because improper disposal of smoking materials may cause smoldering fires that erupt long after facility users have left the building. To help minimize the possibility of a smoking-related fire:

Post “No Smoking” signs as necessary and enforce the policy. Do not allow smokingin storage rooms, maintenance shop areas where flammable or combustible liquids arestored, etc.

If smoking is allowed, provide adequate, non-combustible ashtrays located no closerthan 25 feet from any entrance or exit from a building.

Remove garbage from buildings immediately after events; make sure dumpsters andgarbage cans are closed and not immediately adjacent to buildings.

205.5 LightningSusceptibility to lightning strikes depends upon several factors such as building height, construction, location, and the number and type of surrounding buildings. Taller buildings in open areas are generally more susceptible to lightning strikes than are shorter buildings in built-up areas. Lightning protection systems listed by Underwriter’s Laboratory may be beneficial in preventing lightning-related fires. We recommend that you consult with your local fire department regarding lightning strike susceptibility for your building.

205.6 Portable Fire ExtinguishersEven though your facility may be equipped with an automatic sprinkler system, portable fire extinguishers are also to be available for emergency use on small fires or in the interim between discovery of a fire and the functioning of automatic equipment and/or the arrival of professional fire fighters.

Extinguisher Requirements:

In compliance with all state and local codesApproved by a recognized testing laboratoryBe the right type for each class of fire that may occur in the area



In sufficient quantity and size to protect against the expected exposure in the areaLocated where they are readily accessible and clearly identifiedMaintained in operating condition, visually inspected every 30 days, inspected annuallyand documented by an outside service, and recharged as requiredOperable by area personnel who are trained to use them effectively

Extinguisher Types:

Portable extinguishers are classified to indicate their ability to handle specific classes or types of fires:

Class A – foam or water for use on wood, textiles, rubbish, and ordinary combustiblesClass B – foam, dry chemical, or carbon dioxide for use on flammable liquid such asoil, gasoline, paint, and greaseClass C – carbon dioxide or dry chemical for use on energized electrical equipmentMultipurpose dry chemical – for Class A, B, and C fires

Never use a water-type extinguisher on live electrical equipment, since you can be electrocuted by the electrical current following the water stream to your body. Also, never use water on a Class B fire since you could splash flaming liquids over a wider area.

205.7 Candle and Incense SafetyBecause candles and incense are important symbols of the Church and used in Church properties, the following policy must be followed to reduce the chance of fire in your facility:

If votive candle stands are used, noncombustible material such as glass, tile, stone,marble, or granite is to be in place beneath the candle lighting/burning area. If candlestands are positioned over carpet, you need to provide a fire resistant mat or Plexiglassheet under the stands to reduce fire and protect the surface underneath from droppedmatches or spilled wax.

Only allow candles purchased by a reputable candle manufacturer to be displayed andlit. Do not allow candles to be brought into the church from parishioners or visitors.Many of these candles are improperly made and have been the source of numerousfires.

Keep candles away from combustible items such as linens, runners, or curtains. Evenflowers placed too close to a flame can ignite when they become dry.

Keep all open flames away from flammable liquids.

Candles are to be placed in double-insulated fire-proof containers or secured by asturdy non-combustible base/holder.

Care must be taken in the placement of candles in relation to seating, foot traffic areas,and exits.

Keep candles free of foreign objects such as matches and wick clippings.

Ensure matches, lighting sticks and lighters are safely out of the reach of children.

Provide a non-combustible container filled with sand to extinguish and place matchesor lighting sticks.

Candles and incense are NOT allowed in schools or offices. The only exception is forreligious/prayer purposes in a classroom, but the candle must be extinguishedimmediately when concluded.



Keep wicks trimmed to one-quarter inch and extinguish them when they get to withintwo inches of the holder. Candles are to be extinguished before the last half-inch ofwax begins to melt.

Extinguish candles with a snuffer to avoid burns from hot wax.

Let candles and holders cool sufficiently prior to moving.

Never leave a candle burning in an unoccupied room. The only exceptions would befor votive candles and the sanctuary lamp candle. These candles are specificallymanufactured to burn until they self-extinguish.

Never let candles burn for more than four hours at a time. The same exceptions asabove apply.

No lit candles on live or artificial holiday greenery. Exception: any artificial wreath (i.e.Advent wreath must be fire retardant and candles set in a protective container).

Ensure a 5-pound Multipurpose (Class A, B, and C) dry chemical fire extinguisher iswall mounted near the location of candles.

205.8 Extension CordsPlease observe the following guidelines when using extension cords:

Use extension cords only when necessary and only on a temporary basis.

Never allow extension cords to run through a walkway or otherwise create a trippinghazard.

Use polarized cords with polarized appliances.

Discard old, cracked, worn, or damaged extension cords.

Buy quality extension cords with safety closures and other safety features.

Use only three-wire extension cords for appliances with three-prong plugs.

Never cut off the third prong, which is a safety feature designed to prevent the risk ofshock or electrocution.

Insert plugs fully, so no part of the prongs is exposed when in use.

When disconnecting, pull on the plug rather than the cord to avoid damagingconnections.

Do not place extension cords under rugs or carpets or in any areas where they couldbe damaged by furniture or foot traffic.

Check the plug and the body of the extension cord while in use. If the cord feels “hot,”this is a warning the cord is defective or the incorrect size and should be replaced.

Do not use staples or nails to attach extension cords to a baseboard or other surface.

Outlet multipliers (devices that allow multiple cords to be plugged into a single outlet)encourage circuit overload and are not to be used. Underwriters Laboratory (UL) listedpower strips with built-in circuit breakers are a better option.

Use UL listed surge protectors to help shield computers and similar, sensitive electronicequipment from “power spikes.”

Do not overload light-duty cords by plugging in appliances which draw more watts thanthe rating of the cord.



Use special, heavy-duty extension cords for high-wattage appliances such as airconditioners, electric heaters, and freezers, or when used on a permanent basis.

For outdoor use, use only extension cords approved and labeled for outdoor use.

205.9 Control of Combustible MaterialsControlling the type, amount, and storage of combustible materials on premises will reduce the likelihood and extent of accidental fires.

205.10 Common Combustible MaterialsCommon combustibles include wood, paper, and other similar materials. In order to help minimize the fire risk associated with such materials, we recommend the following:

Dispose of any unnecessary, combustible material, such as old magazines, scrapwoods, furniture, etc.

Generally, at least a three-foot clear space above storage is specified in non-sprinklered buildings and a 1-1/2 foot clearance is specified in sprinklered buildings.Clearance in non-sprinklered buildings is usually measured from the ceiling or rooftrusses (whichever is lower) to the top of storage. In sprinklered buildings, clearance isusually measured from the top of storage to the sprinklers.

All stairways, aisle ways and exit ways are to be free of storage.

Eliminate storage in attics and other concealed spaces.

No combustible material is to be placed or stored within any building or structure.

Natural combustible materials, such as grass clippings weeds and brush, must becleared around the perimeter of buildings

Cut and remove any dead or dying portions of trees.

Remove that portion of any tree that is above or extends within 15 feet of any chimneyor stove pipe.

Special furnishings (such as theater curtains) and tents used for public assembly arerequired to be made of flame retardant material.

205.11 High Hazard Materials

For parish operations, high hazard materials include flammable and combustibleliquids, such as gasoline, oil base solvents, thinners, and spray paint. In order tominimize the fire hazard due to these materials, we recommend the following:

Do not store any flammable and combustible liquids (including duplicating fluid).Whenever practical, buy only as much as you need for one use.

Fuel, such as gasoline, should not be stored on premises unless absolutely necessary.

Flammable or combustible liquids are to be used in a well-ventilated area away fromsources of ignition.

Never use gasoline or other flammable liquids as cleaning solvents.

Old chemicals (paints, solvents, garden sprays, etc.) should be disposed of in anenvironmentally sound manner. Many old chemicals may be flammable or unstable.

All containers are to have their contents properly labeled.



206 Building SecurityWhen possible, all exterior doors are to be secured with a deadbolt lock with a minimum1-inch bolt throw and a steel cylinder guard. Do not install door locks or window barsthat obstruct emergency exits. All exits must be available for use whenever the buildingis occupied.

All exterior doors should be of solid construction and a minimum of 1-3/4 inch thick.

All exterior doors with exposed hinge pins should have non-removable or welded pins.

All exterior doors with glass panels should use a double cylinder deadbolt lock. Whenlocking from the inside, have a key available if emergency exit is required.

Glass may be replaced with burglar-resistant glazing such as polycarbonate glazing.

Door frames should be reinforced by adding shims between the door frame and studswhere necessary.

Reinforced strike plates and boxes must be used with a deadbolt lock, using screws ofsufficient length to reach into the studding.

Sliding glass doors are to be equipped with an auxiliary deadlocking device.

Provide adequate lighting for the exterior of the building, particularly in areas offeringconcealment.

Avoid the placement of any shrubbery, foliage, or decorative items that may offerconcealment to a potential burglar.

207 Water Damage PreventionCommon sources of water damage include faulty roofing, plumbing leaks, and improper maintenance of drains. In order to help minimize the likelihood of water damage losses, we recommend the following:

207.1 RoofsAll roofs are to be inspected on an annual basis. Gutter and roof drains are to be checked and cleaned semi-annually, along with the general condition of the roof. Also check to see that the roof is secure from wind damage. Leave roof inspection and repairs to professionals! Working on roofs requires special equipment and skills. Non-professionals may cause additional damage and are subject to dangerous falls. This is not a job for volunteers.

207.2 PlumbingPlumbing in unheated spaces or directly exposed to outside air should be protected from freezing.

Know where the main water shut-off valves are (fire sprinkler shutoffs, too).

Assure that the valves are accessible and in good working order.

207.3 DrainsPeriodically check floor drains and sump pumps to assure that they are open and in working order.

Water heater pressure relief valve discharge is to be piped to a safe area outside the building or directly to the existing drainage system.



207.4 Other SourcesWindows and doors should be weather-stripped. Water supply and drain lines for boilers and air conditioners should be checked at least annually.

208 WinterizationEach year severe winter weather causes millions of dollars’ worth of commercial property damage: roofs collapse from weight of snow; sprinkler systems freeze up; pipes break; overheated furnaces and/or temporary heating systems set buildings on fire, etc. In addition, property losses interrupt the normal course of activities.

Severe “freeze” losses can occur just by windows being left open at unoccupied buildings, and many losses can be prevented if buildings are properly prepared and inspected prior to severe winter weather.

Please remember, this is an ongoing process during the entire winter season.

209 Vacant or Unoccupied BuildingsThe following items need to be addressed for any vacant and/or unoccupied building:

The building should be well secured. Appropriate locks and lighting should be provided.

Conduct regular checks on both the exterior and interior of the building to ensuredamage or break-in has not occurred.

If the building will not be heated, whenever possible contact the municipal water supplycompany and instruct them to shut off the water supply before it enters the building. Ifthis is available, drain the entire system. It is recommended to consult with the watercompany whether your building’s main water valve and any others should remain open.

If the above situation is not available, the main water supply valve should be turned off.Any exposed piping up to the main valve needs to be appropriately protected. Allremaining water in the building needs to be drained. This includes water in pipingsystems, all bathroom related fixtures and any holding tanks. If any hot water tanks willno longer be utilized or heated, water should be completely drained. Any plumbing ordrain traps need to be filled with environmentally friendly antifreeze. If the building isequipped with a fire sprinkler system, whether wet or dry, appropriate measures todrain and secure the system must be taken. Qualified service representatives are to beutilized for fire sprinkler system servicing and water removal.

All electrical breakers are to be shut off except those providing security lighting orheating, if any heating units are to remain operating.

210 Criminal Losses – Theft, Vandalism and ArsonIntentional criminal acts, such as theft, vandalism, and arson, account for many of the property losses suffered by parish facilities. Any of these types of losses must be reported to the local authorities immediately. The following suggestions apply to prevention of theft, vandalism, and arson as a group, since these acts often occur together or in succession.



Store items that are typical targets of theft in a secure area and away from public view. These items include:

Sacred vesselsCashVideo equipment (projectors, monitors, televisions, phones, etc.)Audio equipmentComputers and office equipmentMusical equipmentPower tools, lawn equipment, tool boxes and equipment

210.1 Procedures to Safeguard Assets

Use an engraver or other means to put permanent markings on valuable equipment,theft target items, etc., so that they may be identified in case of theft.

Photograph and inventory valuables. Store these documents perhaps in a safetydeposit box. Remember to photograph identifying marks.

If you have a video recorder, create a video tour and inventory. Remember to recordidentifying marks.

Store a copy of inventories at a safe, off-premises location.

The personal property of Priests and religious personnel are insured only to $25,000subject to a $250 deductable. A personal inventory of personal owned items must beon file at the Chancery if reimbursement is to take place. If items are valued at a highlevel, it is recommended that the owner secure additional coverage. This coverage willbe at their own expense.

In matters dealing with money handling policies and procedures, please refer to theDiocesan Financial Policy Manual.

Do not let buildings look vacant. Do not abandon the school building in the summertime.

Maintain contact with the local police department. Request more frequent patrols.

Strictly control the issuance of keys. Change or re-key locks as necessary.

Do not install door locks or window bars that obstruct emergency exits. All exits are tobe available for use whenever the building is occupied.

Door and window hardware should be tamper resistant.

Close and latch windows securely when buildings are unused.

Consider protective screens or polycarbonate shield over exterior-mounted stainedglass openings

Use exterior lighting on timers or photo electric device for automatic operation at night.

Prune back dense trees and bushes close to the buildings where one could hide.

Eliminate easy ways for thieves to access the roof of buildings, stairways or light wells.

Move trash cans and dumpsters away from buildings and keep them closed.



Look for early warning signs of theft, vandalism, and arson, and increase security asnecessary:

o Suspicious persons loitering about or making frequent passes by the parishfacility

o Matches, combustible materials, etc., discovered in odd placeso Failed break-ins or arson attempts.o Suspicious telephones calls or letterso Upswings in graffiti or minor vandalismo Holes cut in fences. (Repair them immediately.)o Look for clothing, bedding, etc. that could indicate someone seeking shelter on

premises.

If you encounter persistent problems, contact local police and the Diocese’s Property& Risk Management Office for the possibility of hiring a security patrol service orinstalling a burglar alarm system.

211 Fidelity Control – Employee DishonestyChurch institutions should implement safeguards designed to avoid “near-occasion” situations that may tempt employees or volunteers to embezzle or mishandle funds.

Separating accounting procedures and providing for employee accountability form the hallmark for several fraud-deterrent controls. These fidelity exposure controls can be implemented in two important areas: cash receipts and cash disbursements.

Follow the particular law and norms of the Diocese as expressed in the Diocesan Financial Policy Manual.

212 Hazardous Materials, Chemicals and Flammable Liquids Hazardous Materials, chemicals and flammable liquids cover a very wide range of materials that could prove dangerous for one or more reasons such as poisonous, flammable, explosive, hard to handle, hard to dispose of, or toxic.

If you come in contact with a substance you are not sure of or a material you are unfamiliar with, use caution. Always read the labels on the containers and follow the directions. If there are no labels or directions on the container and you are not sure of how to handle a potentially hazardous item, check with your supervisor.

Caution must always be used when handling or mixing any chemical or flammable liquids.Chemicals cover a broad range of items, some of which we never consider as hazardous or dangerous – like bleach or detergents used in laundries, or cleaning solutions used in everyday housekeeping. If these items are improperly mixed, injury or damage can occur.

If protective clothing is needed or if special procedures or precautions are called for, take the time to follow them very closely before attempting to handle or mix the chemical or flammable liquid.



212.1 ChemicalsChemicals may include, but are not limited to the following:

Germicide - Bleach

Shampoo

Foot Powder

Antiperspirant

Scouring Powder

Ammonia

Deodorizer

Medicated Ointment

Window Cleaner

Insecticide

Furniture Polish

Oven Cleaner

General Purpose Cleaner

Dust Mop Treatment

Drain Cleaner

Dishwashing Detergent

Laundry Detergent

Floor Finish

Never take a shortcut when it comes to the recommendations or directions on thelabels, as they are there for your protection and safety.

Keep all chemicals locked up when not in use.

Keep all chemical containers labeled at all times.

Protective clothing is to be worn when mixing or working with chemicals whenevernecessary or prescribed.

Always store or transport flammable liquids in proper containers.

Always use caution against fires when working with or around flammable liquids.

Always store combustible materials that have become saturated with a flammable liquidin a covered metal container.

Always use proper respirators when handling any chemicals whose fumes or vaporscan be toxic.

Remove your clothing immediately should it become soaked with a flammable liquid orcorrosive chemical.

Thoroughly rinse all areas of the body that come in contact with a flammable liquid orcorrosive chemical.

Do not assign inexperienced personnel to handle or mix any chemical or flammableliquids.

Do not try to handle any chemical or flammable liquids if you are not absolutely sure ofwhat you are doing. If in doubt, contact your supervisor.

Do not mix chemicals unless so directed on manufacturer’s labels.

Do not alter the “Use of Directions” of chemicals; dilute only as prescribed on the label.

No chemicals are to be used by any employee at this facility that has not been approvedfor use.

Do not store flammable liquids in glass containers.

Do not dispose of any flammable liquid by pouring them down a toilet or drain.

Do not try to catch a sharp object or a glass object if it starts to fall. Let it go; then pickit up (if it is a knife or tool) or sweep it up (if it is broken glass).

Dispose of broken glass and crockery immediately in a proper waste container.



212.2 Hazardous MaterialsPressurized Cans

Do not spray contents in anyone’s face or eyes.

Do not direct spray from a pressure can at an open flame.

Do not puncture or incinerate pressure cans.

Do not excessively use aerosols around persons who are non-ambulatory or confinedto bed.

Always read and follow all directions on the label.

Gas Cylinders

Cap all cylinders not in immediate use.

Secure cylinders to a wall or within an enclosure.

Remove wrappings from cylinders so that the label and colors are clearly distinguished.

Identify the gas contents by the written name on the label; do not depend solely on thecolor coding on the cylinder.

Do not subject cylinders to extremes of temperature, particularly heat.

Do not upset the cylinder or violently strike the regulator or valve.

213 Security Policy

213.1 Controlled Entry and Access to Facilities and Emergency Response GuidelinesEach institution must be capable of demonstrating that appropriate steps have been taken to secure its facilities for the safety of its visitors, students and staff. In fulfilling that requirement and as part of the risk management inspections conducted by the Diocese and Catholic MutualGroup, the following issues should be considered as they pertain to your particular premises, and be part of your safety and security plan:

213.2 School SecurityFacility Safety Plan (Is your facility safety plan satisfactory?)

Visitor Reporting

Written visitor reporting procedure reviewed and updated annually by administration and school board

Training

Annual review of safety plan with staff, parents and students; safety plan booklets and receipt sign-off sheets supplied

Facility Monitoring (Is your facility properly monitored?)

Entrance Monitoring

Active monitoring of outside and connecting entrances

Line of sight by staff



Video monitoring by staff

Buzzer and/or sign-in/sign-out sheet

Consider plant modifications as necessary

Outside Use of Facilities

Staff present during events

Accountable sponsor at each event

Facility Access (Is access to your facility properly restricted?)Keys / Badges

Annual evaluation of key system adequacy

Signature control of keys/master keys

Appropriate response to loss of keys

Install badge system to replace keys

Hours of Use

Restricted hours of available use posted and enforced

Alarm System

Install and utilize exterior door/window alarm system

Establish procedure to manually check exterior doors and windows

General Measures (Are extra precautions addressed for the exterior of your facility?)

The following should be assessed for potential security concerns:

Doors, windows, skylights, roof access

Landscaping

Adequate lighting

Neighborhood watch

213.3 Emergency ResponseEach institution shall be capable of demonstrating that appropriate steps have been taken to ensure emergency procedures are in place.

The following emergencies shall be addressed with a written plan: Accident, Injury, Illness,Bomb Threat, Fire, Hostage and Civil Disturbance, Student Abduction, Natural Disasters,Exposure to Blood and Bodily Fluids.

213.4 Key Control PolicyParishes and schools can improve security by establishing a key control policy. The first step toward key control is developing an adequate method to key each building. A building can be keyed in a number of different ways, but not all are effective. Listed below is information on how a physical plant should be keyed.



A Variety of Keys

Great grand master key – This key opens executive offices, all building, and all locks.Great grand master keys should be kept by top personnel (for example, the pastor orthe principal).

Grand master key – This key opens all buildings and all locks, with the exception ofexecutive offices. Distribute grand master keys to top personnel or highly trustedemployees (for example, the pastor, principal, or plant manager).

Sub master key – This key opens all locks in a specific building. Distribute this key toemployees who have responsibilities which require a sub-master key for each building.

Common keys – These keys are for individual interior doors like offices, classrooms, orstorage rooms. Distribute these keys to employees for their own offices or classrooms.

Stamp all master keys “Do not duplicate” to prevent copying. Unfortunately, this stamp is not always effective, as some unethical key duplicators will copy any standard key.

Restricted Keys

One way to prevent your keys from being duplicated is to purchase restricted keys. A worldwide Swedish organization, ASSA, produces keys which cannot be duplicated anywhere other than where the key was purchased and then only by the original purchaser. By using restricted keys, if all keys are returned when employees terminate employment, one is assured there are not extra keys in the wrong hands. This could save re-keying the entire physical plant. Information about restricted keys should be available from your local locksmith.

Key Logs

Another positive step is establishing a key log. Each key in the key log can be checked out by authorized personnel when required. The log should include why the key is being used, who is using the key, and when it will be returned. Keep all keys in a locked cabinet and controlledby one person.

Card Access Systems

An ideal way to increase security for your facility is to install a card access system. With this type of system, you can control access to any part of a building without worrying about extra keys floating around. Each employee/volunteer/student is simply given a card which will limit access to areas on an “as needed” basis which is predetermined by management. You can also control when an individual would have access to the building based on the time of day, day of the week, etc.

Each card has its own specific number which is assigned to an individual. The cards can be programmed on different levels to provide access much like a grand master, sub-master, etc., standard key would provide. If a card happens to be lost or stolen, it can quickly be removed from the system once management is notified without having to re-key the facility.

The added benefit of this system is that a detailed printout can be obtained at any time listing the times, dates, and locations that a card had been used, thus allowing you to better monitor who is entering and what is happening in your facility.

The costs of these systems can vary depending on the type of system installed, the number of doors involved, and the number of users. The initial investment is often well worth the increased security it provides for your facility.



Other Precautions

Finally, while adequate key control is essential, it is important to ensure that all windows and other entry points are adequately secured. Install proper lighting, locks and alarms. Catholic Mutual Group’s Risk Management Department can assist you with these additional subjects.

213.5 Security RecommendationsAll exterior doors should be secured with a double cylinder or single cylinder deadbolt lock with a minimum 1-inch bolt throw and a steel cylinder guard.

All exterior doors should be of solid construction, a minimum of 1-3/4-inch thick.

All exterior doors with exposed hinge pins should have non-removable or welded pins.

All exterior doors with glass panels should use a double cylinder deadbolt lock, same specifications as above. (When locking from the inside, always have a key readily available if emergency exit is required.)

Glass may be replaced with burglar-resistant glazing such as polycarbonite glazing.

All solid exterior doors should be equipped with a wide-angle viewer to allow the occupant of the residence to view any visitor without opening the door.

Door frames should be reinforced by adding shims between the door frame and studs where necessary.

Reinforced strike plates and strike boxes must be used with any good deadbolt lock. Use screws of sufficient length to reach into the studding.

Sliding glass doors should be equipped with an auxiliary deadlocking device. Doors that slide on the inside track may be secured with a “charlie bar” or broom handle laid in the track. Two large screws placed in the upper track will prevent the door from being lifted out when in the closed position.

Double-hung windows may be secured by drilling a hole on a downward slant through the upper corners of the inside sash and partway into the outer sash. Nails or metal pins placed in these holes will prevent forcing the window. (If this is done, make sure everyone is aware of how an emergency exit may be achieved.)

Sliding windows may be secured much the same as sliding doors. A dowel or broom handle in the track, two large screws in the upper track, and two large screws in the lower track will prevent lifting the window out when in the closed position. Auxiliary locking devices may also be used.

Garage doors may be secured by placing a case-hardened padlock on the roller tracks to prevent the garage door from being opened from the outside. Doors with panels less than ½-inch thick should be replaced or reinforced.

Basement windows could be secured with strong ornamental grills or screens. (These shouldnot be used if the area is used as a bedroom or if there is only one exit from the basement).

Lighting: Care should be given to provide adequate lighting for the exterior of the residence, particularly in areas offering concealment. The address should be illuminated during hours of darkness so as to make it viewable from the street.

All personal property should be engraved with an identifiable marking or your name and address. All serial numbers of this property should be recorded. Warning labels should also be posted in conspicuous places stating that you participate in “Operation Identification.”



Landscaping: Avoid the placement of any shrubbery, foliage, or decorative items that may offer concealment to a potential burglar. All existing plants and shrubbery should be trimmed to expose doors and windows.

Keys should not be left under a doormat, in the mailbox, hanging from a nail outside, or anywhere else a burglar could easily find it. Don’t give your house keys to a parking attendant, a casual acquaintance, or leave them in your coat pocket if you check your coat.

Don’t leave ladders or tools outside the building where a thief can get to them and use them for break-in purposes.

Don’t let your building look unoccupied or advertise your absence.

Be wary of strange phone calls aimed at finding out when you will or will not be home.

Don’t let a stranger inside your home unless he can show proper identification indicating he has a legitimate reason to be there.

Before employing household help, check the person’s references to make sure they are not sizing up your house and your schedule for a potential break-in.

Know how to deal with a burglar if you meet him face-to-face.

If you become a burglary victim, get help from the nearest law enforcement agency immediately and then contact your insurance company.

214 School Violence Prevention and Preparedness: A Planning Guide for Schools

214.1 OverviewHistorically, violence occurring at schools was limited to shouting matches and occasional fistfights. School was considered a safe haven for children, where they could learn in a structured environment and socially interact with their peers.

Unfortunately, violence with fatal results has increased in schools in the past several years. This is evidenced by numerous school shootings in places such as Westside Middle School in Jonesboro, Ark.; Columbine High School in Littleton, Colo.; and Buell Elementary School in Mt. Morris Township, Mich. Given the vast attention paid to these tragedies, every night on television, every day in the paper, every day in the conversations of parents and school staff, the very essence of what it means to a child to “go to school” is shaken. These tragedies can occur anywhere. No school is immune to the potential impact of violence.

All schools should develop a Violence Prevention and Preparedness Plan. This plan shouldbe designed to suit the school and community’s specific needs. The plan should be an ongoing, systematic, and comprehensive process that addresses both short- and long-term safety measures to eliminate violent attitudes and behaviors in the school. The following guidelines are provided for your school to use in developing a School Violence Prevention and Preparedness Plan. This information can be used as a model for constructing a plan that meets the needs of each individual facility and your community.

214.2 The Role of AdministratorsIn conjunction with assisting in the development, implementation and continued management of the plan, the role of administrators is to provide leadership and direction to the school community. Failure of school authorities to implement a school safety plan could lead to legal liability for harm that comes to their students. In some cases, liability may extend to students who are off-campus or who are participating in school-sponsored after school activities.



214.3 Establishing Crisis / Threat Management TeamsBefore developing the plan, Crisis/Threat Management Teams should be established. These teams should consist of teams of individuals with specific duties utilizing their skills to prepare for, perform, and respond to any given violent situation. Administration may appoint a team responsible for development of procedures and protocols as a framework for action and a foundation on which to build an effective plan.

214.4 PreventionLighting

Care should be given to provide adequate lighting throughout the facility and grounds. Well- lighted facilities deter suspicious activities for fear of being seen. Remember to take into account the effects of glare, shadows, and blind spots. “Pedestrian friendly” lighting will allow faces of individuals to be seen within 25 yards. Consideration should be given to the line of vision between the location of fixtures and objects that cast a shadow. All exterior doorways and windows should be well lit in the evening hours to prevent easy access into the building by unwanted individuals.

Physical Security

Care should be taken to ensure that trees or bushes do not block sight of the school. Bushes near the building should be such as to not provide a hiding place or unseen access through the windows.

Any objects that could damage the school such as large rocks, bricks, etc., should be removed from the property. Also, care should be taken to ensure that access into the building cannot be gained through skylights or roof access ladders.

Monitored Entrance Into The Building

All secondary entrance doors into the building should be kept locked during school hours. One door should be designated as the main entrance for all students and visitors. An individual who can keep track of anyone entering the building should monitor this door. Due to the layout of certain school buildings, additional entrance doors may be needed. If this is the case at your school, these doors need to be continuously monitored by a responsible individual such as ateacher or security guard. Signs are to be installed on all doors indicating that visitors mustcheck in with the office.

It is not recommended to allow secondary exit doors to be propped open for ventilation purposes or to allow entry unless the doors are properly monitored. Be aware of any rugs, chairs, or other movable objects located near the exit doors that could be used to prop them open and allow access into the building.

Some schools have gone to the extreme of installing metal detectors at the entrance to their buildings. This is a good security measure for those schools in high crime areas.

Visitors should be required to sign in at the office and be given an identification tag prior to being allowed to walk through the building. This identification tag will allow all personnel to recognize any unwanted individuals who have “slipped through” the monitoring process. Visitors should also be required to sign out when leaving the building.

Depending on your particular facility, the installation of surveillance cameras is a good safeguard to ensure the safety of your school. These cameras should be monitored from a remote location to watch for any conduct that is considered improper.

Schools should implement a “closed campus” policy, which would not allow students to leave the school for lunch or during open periods. If “open campus” is practiced at your school, all



students should be required to enter/exit through the main doors or a monitored secondary door.

The school should have a key policy ensuring that all keys to the building are accounted for and documented.

Classrooms

Classroom doors should be equipped with locks that automatically lock from the outside of the room, but can be immediately opened from inside the classroom for immediate egress. This would prevent an unwanted individual from randomly entering a classroom.

All classrooms should also have at least one window to allow a secondary emergency exit if needed.

Classrooms should also be equipped with some type of communication service, such as a cellular telephone, intercom or two-way radio. Emergency numbers should be posted in an area where it would be immediately accessible in case of an emergency. A PA system shouldbe installed throughout the school so that the office could efficiently warn all personnel if a problem was occurring within the school and relay what action should be taken.

Restrooms / Locker Rooms

Student restrooms and locker rooms present opportunities for victimization and other conduct violations. They also allow a place for intruders to conceal themselves.

All restrooms and locker rooms are to have a well-lighted entry that allows quick ingress and egress for students and good supervision by staff. Toilet stalls must allow staff to see below and above the partitions. We recommend avoiding the use of acoustical tiles in the ceilings of these areas.

In locker rooms, the gym instructor’s office is to be located near the main entrance/exit with windows to monitor the locker area.

Additional Security Features

Some administrators feel additional security is needed for their schools. Hiring security guards can provide additional security for the building. These guards should be trained in how to deal with potential problems and situations. They also can provide a sense of security for the students in the school.

The most common school security measure used to prevent violence or other disruptive acts requires school staff, in particular teachers and security staff, to monitor students’ movements in and around the school. Thus, staff should be required to monitor hallways, doorways, restrooms, cafeteria or lunchrooms, and the areas of the school where students tend to congregate.

Schools should consider conducting periodic locker searches to ensure that weapons or drugs are not brought onto school property. Parents and teachers should be informed prior to the start of the school year that these searches will be conducted to ensure the safety of the students in their school.

Many schools have started a confidential “hot-line” for the reporting of any suspicious activities or problems within the school. These tips have led to the confiscation of weapons brought onto school property as well as the intervention of potential violent and criminal activities.

214.5 School Safety Planning SurveyRefer to the School Safety Planning Survey (page 2.22). This survey can be used as a guide to assist you in assessing the potential of violence at your school.



214.6 Post EventIf and when an incident has occurred and the safety of the school has been restored, follow- up measures to effectively measure the aftermath of a violent situation and its impact on future operations of the school should be implemented.

The Day After

Administrators should meet with the Crisis/Threat Management Teams and faculty/staff members to update them with any additional information and procedures, discuss successes and problems; discuss things to do differently next time; and allow staff the opportunity to discuss feelings and reactions.

In case of death, provide funeral information. Often people will want to find ways to memorialize the student or staff member. Carefully think through the kind of tribute paid to a person who has died. Parents and loved ones especially want to know people miss the person, that there was great sadness at the loss, and that assistance was given to the grieving friends.

Identify vulnerable students/families in need of follow-up support and assign staff members to monitor and assist them.

Coordinate counseling opportunities.

Call a Student Assembly to announce support and offer post-trauma counseling for those in need.

Provide parents/families with a list of community resources available to them.

Long-Term Follow-up and Evaluation

Provide a list of suggested readings to teachers, parents and students.

Review your preventive and preparedness policies with the Crisis/Threat Management Teams for improvement amending management protocols, if needed.

Be alert to anniversaries and holidays. Often students will experience an “anniversary” grief reaction the following month or year on the date of the emergency, or when similar crises occur.

Be aware of common reactions which may be displayed following a traumatic event. Teachers can assist students by:

Coping with their own feelings of helplessness, fear, and anger in order to effectivelyhelp the students.

Learn to recognize the signs and symptoms of distress and post-traumatic stressreactions.

Put the situation in context providing a perspective. Communicate a positive attitude.

Start the healing process by helping students feel relieved and soothed.

Help them “talk it out.”

Continued violence prevention in the schools will depend upon the involvement of administration in:

Developing a school discipline code of student behavior and conduct

Developing extended day programs, extracurricular activities and recreation plans thatprovide positive alternatives to juvenile crime and violence

Developing a referral system for the abused



Developing specific plans directed at eliminating gang influence in schools andpreventing school drug trafficking

Communicating to the community a clear directive of zero tolerance for school violence

Continued inspection and maintenance of security and preventative measures,including the physical plant

The faculty and staff must daily continue to focus on academic achievement

Continue to involve families in meaningful ways

Develop links to the community

Support student/staff relationships treating students with equal respect; discuss safetyissues openly with their peers and students

Emphasize safe expression of student feelings; promote stewardship, citizenship andcharacter

Be aware of imminent warning signs for violent situations

See problems and assess progress in reducing the potential for violent behavior

Keep open lines of communication among the school and local community

The goal is to maintain a positive, safe and welcoming environment, which promotes well being and growth of all students, and in which all members take pride (free of drugs, gangs, violence, intimidation, fear, and shaming). At the same time, the school should continue to provide firm, consistent rules and guidelines for appropriate behavior.

Before finalizing your plan, Catholic Mutual Group recommends consulting with the Diocese’s Properties & Risk Management Office, local law enforcement, firefighting, civil defense and mental health authorities to assure the plan is individualized to fit your school and community’s needs.

214.7 ESSENTIAL QUESTIONS FOR SCHOOL SAFETY PLANNING

Section One: Assessment of Risk Factors for School Safety and Violence

Rating

Indicate the extent to which these factors exist in your school and neighborhood: Not At All Minimally Moderately Extensively

Don’t Know

1. Illegal weapons2. Vandalism3. Student transiency (i.e., changes in school

enrollment)4. Graffiti5. Gang activity6. Truancy7. Student suspensions and expulsions8. Students on adjudicated by the court9. Parents withdrawing students from school

because of safety

10. Child abuse in the home11. Trespassing on school grounds



12. Acceptance of diversity21. Poverty22. Crimes (e.g., theft, extortion, hazing)23. Illegal drug and alcohol use24. Fights, conflict and assault

25. Incidence of bullying, intimidation, andharassment

Section Two: Assessment of Response Plans for School Safety and Violence

Rating

Indicate the extent to which these factors exist in your school and neighborhood:

Not At All Minimally Moderately Extensively Don’t Know

1. Opportunity for extracurricular programs andsports activities

2. Professional development and staff training3. Crisis and emergency response plans4. Consistently implemented school-wide

discipline plans 5. Student support services in school (e.g.,

counseling, monitoring,

6. Parent involvement in our school (e.g., effortsto enhance school

12. Student preparation for crises andemergencies

13. Supervision of students across all settings14. Suicide prevention/response plans

15. Student participation and involvement inacademic activities

16. Positive school climate for learning17. Response to conflict and problem solving

18. Collaboration with community resources19. High expectations for student learning and

productivity

20. Effective student-teacher relationships



215 Bloodborne Pathogens Exposure Control Plan215.1 What Are Bloodborne Pathogens?Bloodborne pathogens are infectious materials in blood that can cause disease in humans, including hepatitis B and C and human immunodeficiency virus, or HIV. People exposed to these pathogens risk serious illness or death.

In order to protect our employees as much as possible from the dangers of Hepatitis B, each school should make the Hepatitis B vaccinations available to:

at least one person in the school officethe coach of each athletic teamat least one member of the maintenance or custodial staff

If the employee initially declines the Hepatitis B vaccination but at a later date while still performing the same duties decides to accept the vaccination, the school will make the vaccination available at that time. The cost of the vaccination should be borne by the school.

The individuals who have had the vaccinations will be responsible for responding when there is an incident involving spurting blood or large quantities of blood.

Do not allow any student to assist in the first aid or transportation of the injured person unless the situation is desperate. If students must assist, make sure they have gloves on. If no gloves are available, make sure students have no breaks in the skin of their hands.

All employees who have taken the Hepatitis B vaccinations or who perform first aid functions on a regular basis but have declined the vaccination will go through an annual retraining program which will be conducted by a trained professional and will include the following:

the Bloodborne Pathogens Standard itself

the epidemiology and symptoms of bloodborne diseases

transmission of bloodborne diseases

the facility’s Exposure Control Plan

an explanation of how to recognize tasks that may involve exposure

a review of methods that will prevent or reduce exposure (such as engineering controls,work practices, personal protective equipment, etc.)

how to select and use personal protective equipment; the use of biohazard labels, signsand container “color-coding”

information on the Hepatitis B vaccine, including efficacy, safety and benefits; alsoinformation on the facility’s free vaccination program

actions to take in case of emergencies involving bloodborne pathogens

an explanation of the procedures to follow if an exposure incident occurs, includingreporting and medical follow-up information on the post-exposure evaluation andfollow-up provided to employees in case of an exposure incident

All employees should have a training session annually in which this exposure control plan is reviewed in its entirety.



215.2 How Do I Know If I Need An Exposure Control Plan?

An exposure control plan applies to work activities that may result in exposure to blood or otherpotentially infectious materials. Teachers who are trained and required to render first aid in case of an emergency, could have these types of activities fall under the plan.

The exposure control plan must include (a) a list of tasks identified as having a potential forexposure to bloodborne pathogens; (b) methods to protect students and employees; (c) datesand procedures for providing hepatitis B vaccinations; (d) procedures for post-exposure evaluation and follow-up in case of exposure; (e) content and methods for training studentsand employees; and procedures for maintaining records.

215.3 ProceduresThe following procedures will be followed for any incident which includes an employee of the school coming into contact with blood or other bodily fluids:

Consider all human blood and other bodily fluids to be infectious.

Emergency first aid kits should be maintained in each classroom. The kit should beinside a plastic bag and should contain: one or more pair of rubber gloves; one or

more compression bandages; a plastic bag to put the gloves and bandages in afterthey are used; a plastic bottle with a germ-killing solution; paper towels.

In addition to the classroom first aid kits, larger kits will also be maintained:

o in the school office;o with a teacher or coach on the playground during the school day when children

are on the playground;o in the gym during PE classes;o with all athletic teams when participating in events or practices where the

coaches are employees of the school;o with all groups who go on the field trips if an employee of the school is present.

(It is recommended that the kits are kept with all athletic teams and all field tripgroups but it is only required if an employee of the school is involved.)

The larger kit will include: one or more pair of rubber gloves; one or more compressionbandages; a plastic bag to hold any used materials that will be thrown away; a plasticbottle with germ killing solution; paper towels; protective eyewear with sideshields; amask to cover the nose and mouth; CPR micro shield.

The school should maintain a supply of red plastic bags which are imprinted with thebiohazard label, rubber gloves to replace those that are used, and extra supplies of allthe items in the kit so they can replenish the supplies used.

Wear gloves whenever administering first aid, particularly if it is likely that there will becontact with any patient’s body fluids, mucous membranes, or non-intact skin, or anyitem or surface contaminated with body fluids.

Wear a mask and protective eyewear when it is likely that there will be contact withdroplets of blood or other body fluids to prevent exposure of mucous membranes of themouth, nose and eyes. If one of the students were to cut an artery, for example, bloodmight splatter and get into someone’s eyes or mouth.



In any cases when people have to deal with bodily fluids, they should immediately washtheir hands and other skin surfaces with a 10 percent bleach solution or antiseptic soap.

Any employee who has cuts, sores, or any other breaks in the skin of their hands andarms should not come into contact with blood or other bodily fluids unless it is anemergency and there is no one else available to help. Even if you are wearing gloves,it is far better to allow someone who does not have any breaks in their skin to handlethe situation.

Pregnant health care workers are not known to be at increased risk for acquiring bloodand bodily fluid borne disease. However, the unborn baby cannot protect himself orherself, and depends upon the practices of his or her mother to decrease as much aspossible the risk of disease transmission. Pregnant employees should be especiallyfamiliar with and strictly adhere to universal precautions.

Minimize the need for mouth-to-mouth resuscitation by keeping mouth-pieces andresuscitation bags in a readily accessible location.

Clean blood and bodily fluid spills promptly with a solution of bleach and water or anapproved hospital disinfectant.

Place patient linen or towels that are wet with blood and bodily fluids in a clean watersoluble bag. Wet in this case means that if you wring the towel or linen, blood or bodilyfluids would come out.

The clean bag should be placed inside the red plastic bag and then they should be putin a container with a lid. This container will then be kept in a limited access area.Arrangements for disposal of the waste must be made with a contractor approved todispose of hazardous waste.

In the event that any employee is exposed to blood or bodily fluids that come intocontact with any breaks in their skin or gets into their mouth, eyes or nose, he/sheshould immediately notify the principal of the school.

The individual who has been exposed should have their blood tested for HBV and HIV.They can see their own doctor or the facility will arrange for a doctor to examine them.In either case, any expenses will be borne by the facility.

If the individual who was the source of the bodily fluids or blood will agree, his or herblood should be tested. The results of the source individual’s testing should be madeavailable to the exposed employee and the employee should be informed of applicablelaws and regulations concerning disclosure of the identity and infectious status of thesource individual.

The employer should obtain and provide the employee with a copy of the evaluatingdoctor’s written opinion within 15 days of the completion of the evaluation.

If the doctor recommends vaccination for Hepatitis B, the employee should be giventhe opportunity to obtain the vaccination at no expense to them. If the employeedeclines to accept the vaccination, he/she must sign a statement that it was offered buthe/she declined.

If the exposed employee initially declines the Hepatitis B vaccination but at a later datewhile still performing the same duties decides to accept the vaccination, the schoolshould make the vaccination available at that time. The school will provide theProperties Office a written report on the incident and a copy of all correspondence andreports involved in the incident. The Diocese will keep all of these medical records forthe duration of the person’s employment plus 7 years.



In order to reduce the chance of exposure, the following procedures will be followed:

Broken glass which has any chance of being contaminated will be cleaned up with adustpan and broom or tongs. It will not be picked up by hand. The glass will then bedisposed of in a container that is puncture proof.

Disposable gloves will never be reused. They are to be disposed of immediately afteruse.

Any blood or other bodily fluids on the floor or on any of the fixtures or equipment willbe cleaned with a 10 percent bleach solution or other approved germ-killing agent.

Maintenance and custodial personnel should wear gloves whenever there is a chanceof coming into contact with blood and bodily fluids. This would specifically include anytime they are working in restrooms.

All restrooms, toilets, urinals, etc., will be cleaned with a 10 percent bleach solution ordisinfectant daily.

Maintenance personnel who are going to make repairs to a bathroom fixture will weargloves and wash the fixture with a 10 percent bleach solution before beginning work.

Whenever a new employee is hired, this policy should be reviewed as part of his/herinitial training, and there must be a retraining session conducted once per year.

If after having the policy and dangers of exposures explained to them, an employee feelsthat he/she does have occupational exposure, he/she should contact the principal for areview of his/her duties and a determination if he/she should be vaccinated. Anyvaccinations will be provided at no expense to the employee.

All incidents that involve blood or other bodily fluids must be handled in accordance with this policy. If we follow these procedures, we can greatly reduce the risk of infection.

215.4 Bloodborne Pathogen Checklist

Does your location have an exposure control plan currently in place?Does your location participate in any activities that require students, employees, orvolunteers to work with specimens of blood or other potentially infectious materials ona regular basis?Do employees and volunteers follow universal precautions to prevent contact with bloodor other potentially infectious materials?Do employees and volunteers know where to find gloves, masks, eye protection, andother personal protective equipment in an emergency? Ensure hypoallergenic gloves,powderless/latex- free gloves, or other similar alternatives are readily accessible to thosewho are allergic to the gloves normally provided.Are handwashing facilities readily accessible?Do employees and volunteers wash their hands immediately after removing glovesor other personal protective equipment?Does your location use any type of syringe, needle, or sharp instruments that could causeinjury?Is blood or other potentially infectious materials placed in an appropriate container thatprevents leakage during collection, handling, processing, storage, or transport?Is there a written method of decontamination and schedule for cleaning of all areas andsurfaces that may become contaminated with blood or other potentially infectious



materials?Is picking up broken contaminated glassware with your hands prohibited?Are containers used for sharps disposal closable, puncture resistant, leak-proof onsides and bottom, and labeled with a biohazard warning label or colored red?Are garments which have been penetrated by blood or other potentially infectiousmaterials removed immediately or as soon as possible by the user?Does each classroom have first aid kits that contain gloves, compression bandages,biohazard bags for contaminated items, germ killing solution, and papertowels/towelettes?In addition to classroom first aid kits, is there a larger kit in your facility containing theabove plus protective eyewear, masks, and a CPR micro shield?Are individuals who are reasonably anticipated to have contact with blood or otherpotentially infectious materials in the course of their work provided training onbloodborne pathogens?Is a confidential medical evaluation and follow-up made available to an exposed personfollowing a report of an exposure incident?

215.5 What If I Get Blood Or Other Fluids On Myself?

Wash exposed area with soap and water (If handwashing facilities are not readilyavailable, an appropriate antiseptic hand cleanser and clean cloth, paper towels, orantiseptic towelettes may be substituted. When antiseptic hand cleansers or towelettesare used, wash hands with soap and running water as soon as possible).Flush splashes to nose, mouth or skin with water.Irrigate eyes with water or saline.Report the exposure.Seek the assistance of a health care professional to determine what follow-up actions ortreatment may be needed.





215.6 Model Exposure Control Plan Example

This sample document can be used as a template for your own workplace exposure control plan,but you should tailor it to the specific requirements of your establishment. This sample plancontains elements required by the bloodborne pathogens standard, so you should not eliminateany items when converting it for your own use. Your written plan must be accessible to allemployees, either online or in an area where they are available for review.

Policy

The (Your facility name) is committed to providing a safe and healthful work environment for our entire staff. In pursuit of this goal, the following exposure control plan (ECP) is provided to eliminate or minimize occupational exposure to bloodborne pathogens in accordance with OSHA standard29 CFR 1910.1030, “Occupational Exposure to Bloodborne Pathogens.”

The ECP is a key document to assist our organization in implementing and ensuring compliance with the standard, thereby protecting our employees. This ECP includes:

Determination of employee exposureImplementation of various methods of exposure control, including:

o Universal precautionso Engineering and work practice controlso Personal protective equipmento Housekeeping

Hepatitis B vaccination when applicablePost-exposure evaluation and follow-upCommunication of hazards to employees and trainingRecordkeepingProcedures for evaluating circumstances surrounding exposure incidents. Implementation

methods for these elements of the standard are discussed in the subsequent pages of this ECP.

Program Administration

(Name of responsible person or department/contact number) is (are) responsible for implementation, maintenance, review, and updates of the ECP.

Those employees who are determined to have occupational exposure to blood or other potentially infectious materials (OPIM) must comply with the procedures and work practicesoutlined in this ECP.

(Name of responsible person or department/contact number) will provide and maintain allnecessary personal protective equipment (PPE), engineering controls (e.g., sharps containers),labels, and red bags as required by the standard. Adequate supplies and equipment are availablein the appropriate sizes.



(Name of responsible person or department/contact number) will be responsible for ensuring thatall medical actions required by the standard are performed and that appropriate employee healthand OSHA records are maintained.

(Name of responsible person or department/contact number) will be responsible for training,documentation of training, and making the written ECP available to employees, OSHA, and NIOSHrepresentatives.Employee Exposure Determination

The following is a list of all job classifications at our facility in which allemployees have occupational exposure: (as many as necessary)

Job Title Department/Location1. (Example: School Coach/Physical Education Department)

The following is a list of job classifications in which some employees at our establishmenthave occupational exposure. Included is a list of tasks and procedures, or groups ofclosely related tasks and procedures, in which occupational exposure may occur for theseindividuals: (as many as necessary)

Job Title Department/Location Task/Procedure1. (Example:Housekeeper/Environmental Services/Handling contaminated waste)

NOTE: Part-time, temporary, contract and per diem employees are covered by the bloodbornepathogens standard. The ECP should describe how the standard will be met for theseemployees.

Methods Of Implementation Control

Universal PrecautionsAll employees will utilize universal precautions.

Exposure Control PlanEmployees covered by the bloodborne pathogens standard receive an explanation of this ECPduring their initial training session. It will also be reviewed in their annual refresher training.

All employees can review this plan at any time during their work shifts. If requested, we will provide an employee with a copy of the ECP within 15 days. The ECP will be reviewed annually or morefrequently if necessary to reflect any new or modified tasks and procedures that affectoccupational exposure and to reflect new or revised employee positions with occupationalexposure.



Engineering Controls and Work PracticesEngineering controls and work practice controls will be used to prevent or minimize exposure tobloodborne pathogens. The specific engineering controls and work practice controls used arelisted below: (as many as necessary)

1. (Example: Sharps Disposal Container)

Sharps disposal containers are inspected and maintained or replaced by (Name of responsibleperson or department/contact number) every (list frequency), or whenever necessary to preventoverfilling.

Personal Protective Equipment (PPE)

PPE is provided to our employees at no cost to them. Training in the use of the appropriate PPEfor specific tasks or procedures is provided by (Name of responsible person or department/contactnumber).The types of PPE available to employees are as follows:

1. (Example: gloves, eye protection)

PPE is located (List location). All employees using PPE must observe the following precautions:

Wash hands immediately or as soon as feasible after removing gloves or other PPE.Remove PPE after it becomes contaminated and before leaving the work area.Used PPE may be disposed of in (List appropriate containers for storage, laundering,decontamination, or disposal)Wear appropriate gloves when it is reasonably anticipated that there may be handcontact with blood or other body fluid, and when handling or touching contaminateditems or surfaces; replace gloves if torn, punctured or contaminated, or if their ability tofunction as a barrier is compromised.Disposable gloves should NEVER be reused. Dispose of gloves immediately after use.Wear appropriate face and eye protection when splashes, sprays, spatters, or dropletsof blood pose a hazard to the eye, nose, or mouth.Remove immediately or as soon as feasible any garment contaminated by blood or bodyfluid, in such a way as to avoid contact with the outer surface.

The procedure for handling used PPE is as follows:

(include how and where to discard face shields, eye protection, gowns, etc.)



Housekeeping

Regulated waste is placed in containers which are closable, constructed to contain all contents andprevent leakage, appropriately labeled or color-coded (see the following section “Labels”), and closed prior to removal to prevent spillage or protrusion of contents during handling.

The procedure for handling sharps disposal containers is:

The procedure for handling other regulated waste is:

Contaminated sharps are discarded immediately or as soon as possible in containers that areclosable, puncture-resistant, leak proof on sides and bottoms, and appropriately labeled orcolor-coded.

Sharps disposal containers are available at (must be easily accessible and as close as feasible tothe immediate area where sharps are used—list all locations).

Broken glassware that may be contaminated is only picked up using mechanical means, such as abrush and dustpan. The glass should then be disposed of in a container that is puncture-proof.

All restrooms, toilets, urinals, etc. will be cleaned with a 10% bleach solution or disinfectant daily.

LaundryLaundering will be performed by (Name of responsible person or company/contact number) at(time and/or location).

The following laundering requirements must be met:Handle contaminated laundry as little as possible, with minimal agitationPlace wet contaminated laundry in leak-proof, labeled or color-coded containers beforetransport. Use (specify either red bags or bags marked with the biohazard symbol) forthis purpose.Wear the following PPE when handling and/or sorting contaminated laundry: (Listappropriate PPE).

Labels

The following labeling methods are used in this facility:Equipment to be Labeled Label Type (size, color)(Example: Contaminated laundry in a red bag)



Hepatitis B Vaccination

Hepatitis B vaccination is encouraged when regularly working with blood or other body fluids. Thismay not be applicable at your location, but should be offered at no cost to employees who haveoccupational exposures.

If the employee initially declines the Hepatitis B vaccination but at a later date while still performingthe same duties decides to accept the vaccination, the facility should make the vaccinationavailable at that time. (Employee form for declining vaccination is attached).

Post-Exposure Evaluation And Follow-Up

Should an exposure incident occur, contact (Name of responsible person/contact number).

If necessary, an immediately available confidential medical evaluation and follow-up should beconducted.

Following initial first aid (clean the wound, flush eyes or other mucous membrane, etc.), thefollowing activities will be performed:

Document the routes of exposure, how the exposure occurred, and who was involved.Obtain consent and make arrangements to have involved parties seen by a medicalprofessional (if applicable). They can see their own doctor or the facility will arrange fora doctor to examine them. In either case, any expenses will be born by the facility.Ensure the healthcare professional receives the following information:

o Description of employee’s job duties relevant to the exposureo Route(s) of exposureo Circumstances of exposureo Any other pertinent information

Procedures For Evaluating The Circumstances Surrounding An Exposure Incident

Review the circumstances of all exposure incidents to determine:

Engineering controls in use at the timeWork practices followedA description of the device being used (including type and brand)Protective equipment or clothing that was used at the time of the exposure incident (gloves,eye shields)Location of the incident (playground, office)Action when the incident occurredEmployee’s training



Employee Training

All employees who have occupational exposure to bloodborne pathogens should receiveannual training conducted by (Name of responsible person or company/contact). Trainingrecords will be maintained and include date, content, and the names of those in attendance.

All employees who have occupational exposure to bloodborne pathogens receive training onthe epidemiology, symptoms, and transmission of bloodborne pathogen diseases. Inaddition, the training program covers, at a minimum, the following elements:

Explanation of the OSHA bloodborne pathogen standardExplanation of our ECP and how to obtain a copyExplanation of methods to recognize tasks and other activities that may involveexposure to bloodExplanation of the use and limitations of engineering controls, work practices, and PPEExplanation of the types, uses, location, removal, handling, decontamination, anddisposal of PPEExplanation of the procedure to follow if an exposure incident occurs, including themethod of reporting the incident and the medical follow-up that will be made availableExplanation of the signs and labels and/or color coding required by the standard andused at this facility

(Reference: OSHA 29 CFR 1910.1030 and 29 CFR 110.120).

This information is to be used as a guide and not intended to replace current standards of practice. Additional information may be needed for your location. You can access full textof standards at www.osha.gov)

216 Emergency Procedures

216.1 OverviewAll locations are faced with potential emergency situations involving fire, medical, severe weather, etc. Each facilities has a responsibility to develop specific procedures to help reduce the severity of anticipated emergency situations. The goal of emergency procedures is to save lives, help prevent injury and reduce pain and suffering.

Proper emergency planning is also necessary in order to minimize insurance losses. Anticipating the types of emergencies that may occur including fire, medical emergency, tornado, hurricanes, terrorist threat, winter storm, natural lighting or power interruption and plan for each. All locations should complete the probability form and submit to the DiocesanProperties & Risk Management Office.

216.2 Emergency PlansItems to incorporate in the emergency plan should include:

Assignment of local staff responsibilities in case of emergency is to be developed.Including back-up assignments.

Method to be used to announce emergencies (fire alarm, public address, e-mail, text,mobile phones etc.)



Method to report emergencies to the proper authorities to ensure prompt response:Vicar General/Chancellor and Diocesan Properties & Risk Management Office is to benotified immediately.

Determine if your telephone system will work in the event of a power failure. Makearrangements so that at least 1 phone line can be used while power is out by use of amobile phone. Mobile phones may or not be providing service during this time. Extraexternal battery is necessary if there is service.

What to do and say if a disaster strikes when the church or other facility is occupied.

Plan and assign evacuation routes. Post copies of evacuation routes.

Plan for prompt safe and efficient evacuation of all occupants including children, thephysically disabled and the elderly.

Plan for first aid.

Procedures for shutting off utilities as required.

Plan for salvage, recovery and getting back to business as usual.

Perform periodic drills as needed or as required by the State of North Carolina.

Keep in contact with your local fire department. The fire department should be familiarwith your facility and any special hazards associated with it.

Post emergency telephone numbers and brief “What to do in case of emergency”instructions.

Procedures should be posted. Review the plan with your staff.

Periodically make self-inspections of your premises for common hazards and makerepairs as necessary before an accident occurs.

Assure that the alarm system and fire protection system, including fire extinguishers,are maintained on a schedule with by a qualified contractor.

Understand how to report claims and be familiar with claims reporting forms.

216.3 Regulatory RequirementsOSHA, standards require development of an employee Emergency Action Plan and a fire prevention plan. Other regulatory agencies, including the local fire authorities or Homeland Security may also require a minimal emergency response plan. All Diocese properties are to conduct an exposure assessments of their buildings to help implement an effective response to all reasonably anticipated emergencies.

All emergency plans should be documented in writing, reviewed and updated at least annually.All staff and volunteer training, practice drill activities, or evacuation assessments should be retained to verify your efforts in these areas.

The local fire department requires that your location has an evacuation plan and will be basedon the fire codes adopted by state and federal authorities. Their primary concern will be fire response evacuation, but we should secure their input regarding other potential emergencies as well. Communication with the local fire authorities should be documented to verify their participation in the development and implementation of your emergency plans.

216.4 Alarm SystemsThe alarm system used to communicate an emergency must meet the following minimum requirements:



The alarm method must be referenced in the Emergency Action Plan and provideadequate time for safe escape.

The alarm must be capable of being perceived above light or noise levels throughoutall areas and buildings.

The alarm must be distinctive and recognizable.

Staff and volunteers must know how to report emergencies.

216.5 Emergency Action PlanFor all our operations, written Emergency Action Plans must be developed and cover thoseactions to be taken by management, response team members and employees to ensure safetyfrom fire and other emergencies. The plan must specifically include:

Emergency escape procedures and escape route assignments.

Procedures to be followed by employees who remain to operate critical equipmentbefore they evacuate (i.e., sprinkler system pump, etc.).

Procedures to account for all employees after the emergency evacuation has beencompleted (identify a place outside the building for a rendezvous and head count).

Rescue and medical duties for employees tasked to perform them (i.e., first aidpersonnel).

The means/methods t o b e u sed to report fires and other emergencies (i.e., alarmsystem, public address system, bullhorns, etc.). If your public address system does nothave power back-up to ensure operation in an emergency, have an alternative meansfor communicating emergency information.

Names or job titles of persons who play a major role in your plan and can becontacted for additional information.

216.6 Procedure Guidelines - TornadoOverview

Contrary to popular belief, tornadoes have occurred in all 50 states. The geographic areas most severely threatened, however, are the South, Southeast, and Midwest. April, May and June are usually the worst months for tornados.

A tornado is a cone-shaped storm with high-speed winds that rotate counterclockwise at speeds exceeding 300 miles per hour. The tornado can travel across the ground at speeds ranging from stationary to 70 miles per hour and may hop or skip from one area to another. The average length of travel is approximately 5 miles, but direction change may be erratic and sudden. Although short-lived, the tornado is considered nature’s most violent type of storm due to its destructive force. Death and injury most often result from collapsed buildings, flying debris, and entrapment in vehicles (cars can be picked up and hurled several yards).

Strong tornadoes usually occur along with strong or severe thunderstorms. When the rotating column of air is aloft in the clouds and does not produce damage, it is usually called a funnel cloud. When the funnel cloud makes contact with the ground, it picks up dust and debris. (A waterspout is a tornado in contact with a water surface.) Most strong tornadoes develop in the right rear quadrant of the thunderstorm where a circulation of wind develops at heights between 15,000 and 30,000 feet. When the circulation moves downward, it forms the funnel cloud and



finally the tornado when it touches ground. Some tornadoes can form on the front edge of a thunderstorm, but while still dangerous, these are usually weaker and short-lived.

Hail may or may not precede a tornado, but the area of the storm adjacent to the part of the storm which produces hail is usually the area where strong to violent tornadoes often occur. Generally, once large hail (3/4 inch or more in diameter) begins to fall, it should be assumed that a tornado is nearby – seek shelter. Stay in the shelter at least 15 to 30 minutes after the hail has ceased to be sure the thunderstorm has had time to move away.

At night or during a heavy rain, the only physical clue to the presence of a tornado may be its loud roar (similar to that of a train or airplane). Some straight-line winds associated with thunderstorms, however, may produce similar noise. In general, it is best to seek shelter whenever a loud or unusual roar is heard during threatening weather. Tornadoes usually occur in mid-afternoon or early evening (3-7 p.m.). This is only a general tendency, however, as tornadoes can occur at any time, often with little or no warning.

The National Weather Service monitors atmospheric conditions in North America to help identify threatening conditions that could spawn tornadoes. A tornado watch will be issued when and where severe thunderstorms and tornadoes are most likely to occur. This means that conditions are favorable for tornadoes and severe thunderstorms. Persons in an area under a tornado watch should be alert for signs of threatening weather. Radios and television should be monitored for further information. A tornado warning is issued when severe thunderstorms or tornadoes are indicated for that area by radar or reported by trained spotters (police, fire personnel, etc.). The warning will describe the area at risk to the thunderstorms or tornadoes. If a tornado is nearby, take cover immediately.

Tornado Emergency Planning

Most tornado injuries and deaths result from flying debris. Large, heavy objects can bepicked up and hurled several yards and small, lightweight objects, such as straw and twigs,

can become deadly missiles and impale walls, trees, and other substantial objects due to theextreme force and velocities involved. As such, the best shelter areas are inside buildingsof substantial construction.

Each building shoule surveyed systematically to help identify the best available shelter space. These spaces may not guarantee safety in a storm, but should be the safest available in the structure. Staff should secure or make a line drawing of the building indicating all rooms, hallways, stairwells, and other spaces which might serve as shelter areas. The Federal Emergency Management Agency (FEMA) suggests allowing 6.5 square feet of shelter space per adult (more space may be necessary for disabled persons).

The survey should begin with an exterior review of the building to identify any outside structures or elements that could pose a tornado hazard. Things to note include mechanical equipment on the roof, the electrical service entrance, chimneys and other high building portions, changes in roof level, etc. Shelter enhancements such as ground embankments against the side of the building should also be noted. Entrances, windows and general construction features shouldalso be noted, particularly along the south and west sides of the building.

Shelter selection begins by eliminating the most hazardous spaces. These include areas with roofs that are most likely to be blown off and fall in on occupants (also allowing debris and other missiles access to the interior). Roofs most likely to blow off are those on the south and west sides, those with long roof spans, portions with load bearing wall supports, and portions with overhangs on the windward sides (usually south and west). Other areas to avoid are walls which are most likely to be partially or completely destroyed. Walls are most likely to be destroyed (in order) on the south, west, east, and finally north sides of the building. Corridors



with direct exit to the outside should also be avoided due to a hazard from flying debris. Areas with windows should be avoided.

Shelter Selection During a Tornado – Four Main Criteria

1. Lowest Floor - A basement area probably offers the safest shelter space in thestructure.

2. Interior Spaces - Rooms that have no walls on the outside of the building offer someadditional protection from collapse and debris. Avoid, however, interior spaces with largeroof spans.

3. Short Spans - With the exception of a basement, it will probably be difficult to find a singlearea that will afford a high degree of protection for all building occupants. It will be bestto identify a number of smaller spaces with short spans for shelters.

4. Rigid Structural Frames - Portions of the building supported by substantial structuralframes such as steel, concrete, and wood are preferred over those that have loadbearing walls.

At this point, shelter selection should be refined to help identify the best spaces possible. Avoid spaces opposite doorways or openings into rooms that have windows on the exterior of the building. Avoid interior spaces that have glass windows, partitions, display cases, etc. Avoid spaces within the falling radius of a chimney or other high roof element (the hazard radius for a chimney, for example, would be equal to the height of the chimney above the roof).

Finally, the remaining spaces need to be evaluated in terms of usable space and accessibility. There may be some spaces that are more desirable due to location, access to medical/emergency supplies and equipment. If protection levels increase significantly and

movement-to-shelter time decreases, it may be a more valid alternative to jam persons in the area at lower square-foot per person ratios. This may be confirmed with the local fire department or other agency, if you need on-site assistance.

Once the shelter areas are selected, a building map identifying each shelter area and a basic procedure should be prepared, distributed to staff, and posted. The procedure should identify how severe weather situations will be monitored. This may be as simple as assigning someone to listen to commercial news radio broadcasts during threatening weather. Another alternative may involve securing a weather alert radio that will automatically activate when a “watch” or “warning” announcement is made by the National Weather Service. These radios are kept on standby at all times, and will emit a loud alarm prior to the broadcast message from the National Weather Service.

The procedure should also identify how the shelter alarm will be broadcast internally. In small buildings, this should not be a problem as this can be done verbally with designated “runners” to spread the word. Larger locations may be able to use an existing public address system. The written procedure for employees should be kept as simple and straightforward as possible.

216.7 Procedure Guidelines - HurricaneOverview

Hurricanes are most common along the Atlantic and Gulf coasts, but inland operations may also be exposed to hurricane hazards. Fortunately, hurricanes are easily tracked by the



National Weather Service and allow enough lead time for orderly shutdown of operations. The hurricane season is essentially June through November.

Most buildings in hurricane areas are constructed to withstand the force of high winds and storm tides. When the roof is lost or damaged, contents are often severely damaged by water from heavy rains and damaged pipes.

Hurricane Emergency Planning

Advanced warning should allow staff enough time to secure or move equipment, critical records, data, etc., to more protected areas out of the storm’s path. Personal safety is, however, our primary concern. Some operations will develop a simple, phased shutdown procedure based on proximity to the storm (i.e., 100 miles away, 50 miles away, etc.).

There are basic activities that should be addressed by staff. A checklist of more common preparation activities is outlined below:

Building fire protection/sprinkler system operational

Outside items secured or moved inside to safety

Roof repaired/drains open

Unused air intakes and chimneys plugged/sealed

Windows boarded/battened or taped

Valuable equipment relocated, as needed

Critical computer data backed-up and safely stored off-site

Unnecessary personnel evacuated

Electrical equipment unplugged and covered/protected, if necessary

Building is adequately secured

Gas and non-essential circuits are turned off (remember – pilot lights need to be re-litlater)

Since hurricanes provide ample time to conduct an orderly shutdown of operations, employees should be able to secure and evacuate the building well in advance of the storm.

After the Hurricane

Local authorities will notify the public when it is safe to return to their homes and business operations. Staff should conduct an assessment of damage with a select group of key personnel as soon after the ”all clear” as possible. Staff should resume operations only after it is safe to do so.

The following items/safety issues should be considered by staff as clean-up and resumption of operations begins:

Check the building from the outside for visible structural damage before going inside. Donot enter if it appears to be unsafe.

Stay away from loose or dangling power lines. As you approach the building, watchfor snakes, animals, and insects that may be seeking shelter in debris, equipment, oron high ground.



Natural gas should have been turned off at the meter prior to evacuation to prevent anaccumulation inside the building. If you smell gas, however, or if pipes are damaged onthe outside or inside, call the local utility company for shut-off at the main and/orrepairs. Do not smoke or turn on lights when entering the building – these may providea source of ignition for leaking gas.

Report any broken or damaged water or sewer lines to the local utility companies.

Make sure all electrical circuits, outlets, and appliances are dry and free of waterbefore using them. If the building has been damaged, use extreme caution whenturning on power. Before turning on the main switch, turn off all circuit breakers. Then,one by one, turn on each breaker and check the circuits for proper operation beforeturning on the next one.

Before turning on gas to the building, check all gas appliances to be sure they are inthe “off” position. Turn on the main gas valve and re-light appliance pilots, as needed.

Do not drink water from the faucet until officially notified it is safe to do so. In anemergency, boil tap water before drinking.

Make whatever temporary repairs are necessary to protect buildings and equipmentfrom further damage by wind and rain. Board up windows or cover with canvas andcover holes in roof or siding with temporary materials.

If the property is located near a river or stream, be prepared for severe flooding as thehurricane moves inland. Local and National Weather Service advisories will keep youinformed on river flood stages.

Take reasonable actions to ensure the security of the building and equipment.

There may be other more specific guidelines for businesses available from localauthorities. Staff should contact the local fire and police departments for on-siteassistance in this area.

216.8 Procedure Guidelines – Terror ThreatOverview

Hopefully this never happens; however, locations may someday be faced with threats of terrorism. Response to threats must be planned in advance and include contact with the local government or law enforcement agency. Experience indicates that over 95% of all written or telephoned threats are hoaxes. There is always a chance, however, that the threat may be real and appropriate action should be taken in each case to help ensure the safety of visitors and employees.

All threats must be reported to law enforcement personnel and the Diocesan Properties & Risk Management Office and the Chancery. When in doubt, staff should err on the side of safety and evacuate the building. Employees and visitors should be moved well away from the building. Any search should be left to law enforcement personnel.

216.9 Procedure Guidelines – Winter StormWinter storm plan:

Have extra blankets on hand.

Ensure that staff has a warm coat, gloves or mittens, hat, and water-resistant boots.



Assemble a disaster supplies kit containing:

o First aid kit and essential medicationso Battery-powered NOAA Weather Radio and portable radio, flashlight, and extra

batterieso Canned food and nonelectric can openero Bottled water

Winterize all vehicles before winter storm season.

Assemble a disaster supplies kit for your vehicle(s).

Stay tuned for storm warnings. Listen to NOAA Weather Radio and your local radio andTV stations for updated storm information. Know what winter storm watches andwarnings mean:

o A winter storm WATCH means a winter storm is possible in your area.o A winter storm WARNING means a winter storm is headed for your area.o A blizzard WARNING means strong winds, blinding wind-driven snow, and

dangerous wind chill are expected. Seek shelter immediately!

When a winter storm WATCH is issued:

o Listen to NOAA Weather Radio, local radio and TV stations, or cable TV suchas The Weather Channel for further updates.

o Be alert to changing weather conditions.o Avoid unnecessary travel.

When a winter storm WARNING is issued:

o Stay indoors during the storm.o If you must go outside, several layers of lightweight clothing will keep you

warmer than a single heavy coat. Gloves (or mittens) and a hat will prevent lossof body heat. Cover your mouth to protect your lungs.

o Understand the hazards of wind chill, which combines the cooling effect of windand cold temperatures on exposed skin. As the wind increases, heat is carriedaway from a person’s body at an accelerated rate, driving down the bodytemperature.

o Walk carefully on snowy, icy sidewalks.o After the storm, if you shovel snow, be extremely careful. It is physically

strenuous work, so take frequent breaks. Avoid overexertion.

Avoid traveling by vehicle in a storm, but if you must:

o Have emergency supplieso Keep the gas tank full for emergency use and to keep the fuel line from freezing.o Let someone know your destination, your route, and when you expect to arrive. If

your vehicle gets stuck along the way, help can be sent along your predeterminedroute.

If you do get stuck…

o Stay with the vehicle. Do not try to walk to safety.o Tie a brightly colored cloth (preferably red) to the antenna for rescuers to see.



o Start the vehicle and use the heater for about 10 minutes every hour. Keep theexhaust pipe clear so fumes won’t back up into the vehicle.

o Leave the overhead light on when the engine is running so you can be seen.o As you sit, keep moving your arms and legs to keep blood circulating and to stay

warm.o Keep one window away from the blowing wind slightly open to let in air.


Risk Management and Insurance Manual – July 2016 Form 2.A

Declining of Hepatitis B Vaccine (Mandatory)

I understand that due to my occupational exposure to blood and other potentially infectious materials, I may be at risk of acquiring Hepatitis B virus (HBV) infection. I have been given the opportunity to be vaccinated with Hepatitis B vaccine at no charge to myself. However, I decline Hepatitis B vaccination at this time. I understand that by declining this vaccine, I continue to be at risk of acquiring Hepatitis B, a serious disease. If in the future I continue to have occupational exposure to blood and other potentially infectious materials and I want to be vaccinated with Hepatitis B vaccine, I can receive the vaccination series at no charge to me.

Employee Signature Date

Printed Employee’s Name

Witness Title

Witness Title

Updated 11/14/13

Documents

2 - PROPERTY LOSS PREVENTION - Diocese of Charlotte · 2 - PROPERTY LOSS PREVENTION ... xNever let candles burn for more than four hours at a time. The same exceptions as ... xNo